Project Assistant

Missions

Organisation

• Ensuring the flow of information.
• Mail management:
• Receiving, sorting, and distributing mail, processing emails, if necessary, electronic, and physical filing plan,
• Editing documents, link with the reprography and distribution department (headquarters, subsidiaries …).
• Preparing, and editing notes, Minutes od Meeting, letters, and documents, collecting and formatting dashboards, graphs, statistics, writing notes and/or correspondence from oral or handwritten instructions, and presentations.
• Managing diaries, organising appointments, meetings, and travel (mission orders, visa requests and expense claims, booking hotels, transport, restaurants, meeting rooms …) for the team members
• Managing the arrival / departure of employees, trainees, apprentices, service providers (office, removals, authorisations, etc…)
• Back up for purchase requests in the SAP system (training will be provided on SAP)
• Management of the Project offices

Communication

• Receiving, screening, and transmitting telephone calls
• Registration for training courses, conferences, and seminars.
• Circulation of internal documents (journals, legal documentation, etc.)
• Welcoming visitors and new arrivals
• Updating the Directorate's communication media: intranet site, organisation charts, presentations …
• Coordinating with the different sites on logistics, HR and project assistance topics (France and Oman)
• Ensuring continuity of service

Qualifications & Experience Required

• Professional Experience: +10 in similar Project Assistant positions in the Energy Sector
• Education Level / Diploma: BTS / Bachelor Degree / Master
• Excellent command of French and English (written and spoken). Arabic will be a plus but is not compulsory.
• Good command of MS Office Package (Word, Excel, and Power Point) and the ability to work with numbers (spreadsheets, calculation of percentage, tracking amounts, …)

Soft skills required

• Time Management and multitasking
• Confidentiality
• Problem solving and pragmatic
• Attention to detail and rigorous
• Customer service abilities and excellent Communication skills
• Flexibility and adaptability
• Organisational skills